Administrative Assistant

2 months ago

New York, United States HMG Plus Full time

About HMG+

HMG+ is a highly acclaimed front-of-house hospitality firm, known for its exceptional staffing and training services. Whether it's for individual gatherings, corporate events, grand functions, or large-scale events, HMG+ consistently delivers amiable and expertly trained personnel including servers, bartenders, captains, coat check attendants, and promotional staff. Additionally, HMG+ offers ongoing staffing solutions, including permanent placements and extended assignments for roles in dining management, administration, conferences, and catering.


About our Client

Riviera Hospitality, Coney Island (Stillwell Ave)

Our client is a premier hospitality group established in 1895 who focuses on catering, private events, food service, and giving back to our community. The client is looking for a hospitality focused professional with Administrative Assistant experience to join their team. The Administrative Assistant will be responsible for assisting the Operations, Sales, Finance and Culinary team in the day-to-day administrative activities of the production facility/office. The Assistant will be responsible for assisting with both long- and short-term projects as needed. Assistant will have direct customer contact and will work closely with the General manager in promoting the company’s culture, mission and philosophy. This is a full time role, in office.


The Administrative Assistant will be responsible for assisting the Operations, Sales, Finance and Culinary team in the day-to-day administrative activities of the production facility/office. The Assistant will be responsible for assisting with both long- and short-term projects as needed. Assistant will have direct customer contact and will work closely with the General manager in promoting the company’s culture, mission and philosophy.


Primary Job Duties

- Provide administrative support to ensure efficient operation of the production facility / office.

- Answer and direct Customer emails and phone calls, ensuring timely responses.

- Manage calendars, timelines, schedule appointments and travel, coordinate meetings.

- Mail, fax, or arrange for delivery of products and general mail.

-Provide administrative support to ensure efficient operation of the office Perform Data entry and maintain databases.

- Assist with billing, as needed.

- Prepare daily production paperwork including BOL (Bill of Lading), Labels, Production Sheets.

- Assist and support with HR paperwork and onboarding of new Team Members including the preparation of Train to Succeed materials for new hire orientation.

- Organize and maintain electronic and hard files.

- Draft and type office memos.

- Complete various forms, such as accident reports, applications, and state and local registrations.

- Prepare, proofread, or process documents.

- such as summonses, subpoenas, complaints, appeals, motions, or pretrial agreements.

- Assist with implementation and daily management of ERP system (Odoo).

- Update and Maintain SOP and Training binders / programs.

- Assist with weekly scheduling process, preparing templates, labor tracking, completing drafts, contacting associates via phone and email.

- Distribution of weekly schedule via email, making copies and posting.

- Assist with administration of Riv C.A.R.E.S programming.


Qualifications

· Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

· Prior hospitality administrative experience required.

· Computer proficient in Windows and Excel.

· Ability to handle multi-tasks quickly and efficiently.

· Prior kitchen computer program experience preferred.

· Strong organizational skills.

· Detail oriented.

· Ability to work independently.

· Math skills, especially related to food.

· Ability to communicate effectively with associates, management, clients and vendors if necessary.

· Able to work flexible schedule in order to accommodate business levels.

· Hospitality skills and ability to anticipate needs of others.

· Knowledge of Medical Billing Procedures a plus.

·

Activities

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Time Management - Managing one's own time and the time of others.

Speaking - Talking to others to convey information effectively.

Reading Comprehension - Understanding written sentences and paragraphs in work-related documents.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.


Education and Experience

Associate's Degree (or other 2-year degree) Preferred


Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform those essential functions.

While performing the essential duties of this job, the employee is regularly required to:

· Work at a computer for long periods of time

· Frequently stand, walk, reach, bend, stoop, push, pull, and kneel.

· Frequently utilize the stairs, often while lifting and carrying heavy containers.

  • · Be exposed to hazards including, but not limited to, burns, cuts, scrapes, and frequent exposure of hands to water.

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